Vaccine for Children (VFC) 2011 Provider Agreement Training June 13 th – June 15 th, :00 – 8:30 AM Spokane Regional Health District

2011 VFC Provider Agreement - Basics  All children up to their 19 th birthday are eligible  VFC Status must be documented for every child & verified at every visit  All VFC documentation must be maintained for a minimum of 6 years  Vaccine is free; Admin. fee cap is $15.60 for non- Medicaid, non-privately insured kids  Cannot deny administration because of inability to pay  Comply with VFC program requirements & responsibilites

 Clinic must have designated primary and backup staff for handling state supplied vaccines  SRHD must be notified of staff changes  SRHD can train new staff about VFC 2011 VFC Provider Agreement - Staff

 Order by need (EOQ calculations, timing, and frequency)  Maintain stock records  Clearly distinguish between state-supplied & purchased vaccines  Ensure all vaccine shipments received are verified & stored immediately  Notify SRHD immediately of any problems  Do not contact McKesson, the manufacturers, or DOH 2011 VFC Provider Agreement – Vaccine Inventory & Ordering

 Must have written plans for routine and emergency vaccine management  Clinic created with state supplement or completed solely by template  Completed VFC Written Plan for Vaccine Management template due by July 31 st 2011 VFC Provider Agreement – Vaccine Storage and Handling Plans

 Must include:  Designation of primary vaccine coordinator and at least one back-up staff  Proper vaccine storage and handling guidelines  Vaccine shipping instructions (includes receiving & transport)  Procedures for vaccine relocation in the event of a power failure or emergency situation  Annual review plan to update materials  Vaccine ordering (include when and how)  Inventory control standards (e.g. stock rotation)  Vaccine wastage (how to report incidents and discard or return products) 2011 VFC Provider Agreement – Vaccine Storage and Handling Plans Cont.

 Must have proper fridge and freezer units  NO DORM FRIDGES  Stand alone or separate doors (e.g: household kitchen model)  Must use certified thermometers (one per unit)  Certificate of Calibration from the National Institute of Standards and Technology (NIST) or American Society for Testing and Materials (ASTM)  Dedicated to vaccines, no food or beverages  “Do Not Unplug” stickers on outlets; “Do Not Disconnect” stickers on circuit breakers 2011 VFC Provider Agreement – Vaccine Storage Equipment

 Rotate stock  Notify SRHD three months prior to expiry date  Temperatures checked 2x daily & recorded  Notify SRHD within 24 hours of excursion  Document actions taken on Vaccine Storage Troubleshooting Log  Store refrigerated vaccines between 35°-46°F  Store frozen vaccines at 5°F or lower (different for Merck products) 2011 VFC Provider Agreement – Vaccine Storage Practices & Monitoring

 Notify SRHD within 24 hours of incidents  Correct situation; separate questionable vaccines from usable stock until direction from SRHD  Must complete Vaccine Incident Report  Must also be done for vaccines that expire normally  Return vaccines to McKesson distributor with prepaid mailing label from SRHD  Vaccine losses may require restitution 2011 VFC Provider Agreement – Vaccine Incidents & Wastage

 Comply with Washington’s Immunization Guidelines for the Use of State Supplied Vaccine  Comply with ACIP recommendations  Comply with statute 42 US Code 300aa-25 and 300aa VFC Provider Agreement – Vaccine Administration & Documentation All Immunization Records Must Have Documented: Name of vaccine givenDate vaccine was given Name of vaccine manufacturerLot number Date VIS was givenPublication date of VIS Name and title of person who gave the vaccine Address of clinic where vaccine was given

 Must complete & submit a monthly report  Vaccine Inventory  Vaccine Doses Administered by Age  Temperature logs  Additional documentation (Transfer forms, Incident Reports, Packing Slips)  Participate in VFC Site Visits & AFIX  Done by SRHD & DOH  Every other year minimum; more frequently if deemed necessary 2011 VFC Provider Agreement – Vaccine Accountability

Monthly Reporting Requirements – Beginning with reports due in July  Submit all documentation on time by mail; Faxed reports are not acceptable  By the 5 th (if you order 1 st -5 th ); by the 16 th (if you order 16 th -25 th )  No more handwritten reports  CHILD Profile or DOH Developed Excel Forms Only  Must include summary page of vaccine inventory  Report will not be “received” if missing pieces  Orders will not be filled until report is completely received

 Mail monthly reports as shown: Attention: Danielle Cline Spokane Regional Health District 1101 W College Ave Spokane, WA  Correct address expedites report review Monthly Reporting Requirements – Beginning with reports due in July Cont.

 Provider selections will be shipped starting July 1  Must use electronic Vaccine Order Form  Destroy old paper order forms; no longer accepted  New forms for ordering &/or monthly reporting may be coming so stay alert for changes  Order according to your EOQ schedule  Varicella no longer shipped on dry ice; no transferring; order enough for your needs  Maintain delivery hours; loss may be deemed negligent Vaccine Ordering Updates

Vaccine Ordering Updates Cont.  CHILD Profile’s June update requires orders to be submitted by June 24th  Reminder of the ordering process:  Complete electronic “Vaccine Order Form”  Enter order into CHILD profile  Complete bottom of electronic order form with order number, entry date, and initials  Fax order form to Linda at

Vaccine Exemption Bill Overview  Parents must talk to a licensed provider prior to submitting exemption; provider must sign COE  Signed letter from provider is also acceptable  Parents belonging to religious bodies that do not believe in medical treatment do not require a provider signature  Effective July 22, 2011  Exemptions submitted prior to July 22, 2011 are valid

Who to Contact for What?  Danielle Cline  Monthly reports; VFC enrollment; New staff training; Quality assurance  Vaccine incidents; Vaccine transfers; VFC program  Linda Sahli  Vaccine ordering; Vaccine incidents; Vaccine transfers  Kristi Siahaya  CHILD Profile set-up, problems, reports  Contact CHILD Profile Help Desk for additional help:  SRHD Nurses Medical Questions Only

Provider Agreement Renewal  Must be signed by licensed provider & include National Provider I.D.  Send to Danielle, (address as in slide 12)  Signed agreements due Monday, June 20 th

Deadlines & Deliverables  Signed 2011 Provider Agreement (3 pgs)  By Mail to Danielle by June 20 th  Monthly Reports as now required  June reports due July 5 th  Completed Written Protocols (11 pgs)  By mail to Danielle by July 31st